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  1. #1
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    Word 2000 Mail Merge Mania (9.0.3821 SR-1)

    This is my first post. I hope it works.

    I'm trying to create a membership directory using an Excel database.

    I want names, addresses, phone #s etc of everyone in my club to show in a booklet I've created in Word.

    I tried setting up a mail merge, repeating all the fields for 1 complete record (10 fields make up 1 record) as many times as will fill 1 page. This gives me 7 records per page.

    When I run the merge, I get 1 page with the all the data for the 1st record 7 times and the next page has all the data for the 2nd record 7 times, and so on.

    What am I missing? <img src=/S/hairout.gif border=0 alt=hairout width=31 height=23>

  2. #2
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    Re: Word 2000 Mail Merge Mania (9.0.3821 SR-1)

    Hi,

    When you entered the fields, did you put one field in 7 times? I created one as type "Catalog", and entered each field only once- it worked fine (Merging to a new document). If you're worried about splitting up a record on page tune, highlight the lines in the paragraph, and "Format, paragraph, keep with next".
    Subway Belconnen- home of the Signboard to make you smile. Get (almost) daily updates- follow SubwayBelconnen on Twitter.

  3. #3
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    Re: Word 2000 Mail Merge Mania (9.0.3821 SR-1)

    You have a couple options:
    1. <LI> Just before the second record entry on your main document (the booklet) press Ctrl+F9
      <LI> Type Next Record between the curved brackets
      <LI> Copy the field you just created by using Shift + left arrow to select and pressing Ctrl+c
      <LI> Paste the field before all records except the first
    The other option would be to change your main document's mail merge type designation to catalog which puts continuous section breaks between each record (if you have a very large database then you're probably better off with the first method):
    1. <LI> In the main document, click on Tools / Mail Merge press Create / Restore to normal Word document? / Yes / Close
      <LI> Delete all except the first Record
      <LI> Select all but the last line of the record and format the paragraph as Keep with Next (be sure not to include the last line with field(s)
      <LI> Using the Mail Merge helper, click on Create / Catalog / Active Window
      <LI> Complete the same steps you did before for setting up your data source
    HTH
    Karen

  4. #4
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    Re: Word 2000 Mail Merge Mania (9.0.3821 SR-1)

    Now we're getting somewhere!

    I followed your first option and all my records now appear - that's the good news.

    The bad news is that I am using the "Club Membership Directory Template" from the Microsoft Office Template Gallery and now my page formatting is mixed up.

    This booklet is supposed to end up as a side fold document where each page will be 5.5" wide by 8.5" tall.

    What is supposed to happen is that the first page is a title page, the 2nd page is blank, the 3rd page is "static data" (our board of directors) and starting with the 4th page our members' details from the database are to appear.

    What is happening now is that after the first page of members' details appear the first three pages (title, blank & static) are repeated and then the member's data continues (in order as it should) then the first 3 pages are repeated again and so on.

    I hate to even think about what will happen when I try to print this sucker!

    Do you have time to take a look at the file? <img src=/S/grovel.gif border=0 alt=grovel width=31 height=23>

    p.s. the merge type is Catalog.

  5. #5
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    Re: Word 2000 Mail Merge Mania (9.0.3821 SR-1)

    Hi CAC:

    One thing you could do is create a 4 page document (not mail merge) where the first 3 pages contain your Title, etc. & the 4th is blank. Then separately create your mail merge (catalog type) without any boilerplate; i.e. just put the fields in for a record once. Then merge to a new document. You can then insert that new document into the 4th page of the "title" document that you made earlier.

    I'd be willing to look at your document, if necessary. Just upload your main document (not the database), if the above doesn't work for you.

    Hope this helps.

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